Job Description

Effective Diary Management

• Manage the diary of the Director
• Schedule meetings as requested
• Arranging logistics of meetings
• Schedule and coordinate appointments, meetings, and events both social and business
• Assist in prioritizing tasks and managing the Director's schedule effectively
• Help with daily time management
• Assist in prioritizing tasks and managing the Director's schedule effectively

Travelling

• Liaise with Travel Agencies
• Plan and organize domestic and international travel arrangements, including flights, accommodations, and transportation.
• Ensuring smooth coordination of all travel-related arrangements

Administration

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Perform administrative and office support, such as typing, dictation, spreadsheet creation and maintenance of filing system and contact database
• Draft and proofread correspondence, emails, and other written communications
• Maintain organized and confidential records, including personal and professional documents
• Anticipate and prepare materials and information needed for scheduled activities
• Track and reconcile personal expenses, ensuring accurate records are maintained
• Miscellaneous projects and tasks

Meetings

• Prepare agendas, take meeting minutes, and follow up on action items
• Coordinate logistics and reservations for meetings and events
• provide feedback from meetings
• Represent the Director in meetings

Communication

• Handle and screen incoming and outgoing calls
• Manage communications and follow-ups
• Drafting of letters, emails and other communications
• Answer phone calls and emails and take messages
• Act as a liaison between the Director and internal/external parties
• Draft correspondence such as emails and letters
• Chairing of departmental meetings

DESIRED QUALIFICATIONS AND EXPERIENCE

• Matric
• Secretarial Diploma or equivalent
• Relevant Tertiary Qualification would be advantageous
• 2 - 5 years working as a Personal Assistant
• Prior experience assisting with Senior/Executive Level Management

Technical Competencies

• Proficient in MS Office and other relevant software
• Ability to maintain confidentiality and exercise discretion
• Exceptional organizational and multitasking abilities
• Ability to handle multiple tasks while staying organised
• Time management
• Excellent Interpersonal Skills
• High Attention to Detail
• Be able to work exceptionally well under pressure

JobPlacements.com